Trade Show Coordinator

3 weeks ago

Cleveland, United States CareerBuilder Full time

Company Description
Codonics is a global healthcare company headquartered in Cleveland, Ohio that provides advanced patient safety and medical imaging products. With over 60,000 product installations in medical facilities worldwide, Codonics is at the forefront of transforming healthcare delivery and improving patient outcomes. The company is committed to providing innovative products and market-leading solutions, and has experienced significant growth and recognition since its establishment in 1982. Codonics is known for its enthusiastic team of employees who are dedicated to engineering products that set the standard for medication safety in the industry.

Job Summary:

The Trade Show Coordinator works closely with the Marketing Department and oversees the planning and execution of the company's trade shows from start to finish, beginning with creating the show schedule and concluding with booth dismantle. They compile comprehensive summaries after each event to inform future decisions.

The role requires meticulous advance planning, including budget estimation for all aspects of the show. During exhibitions, the Coordinator manages all show-related deadlines, ensuring the company's success, while also supervising staff professionalism and engaging with attendees to promote products.

Additionally, they handle any issues that arise during the event and organize supplementary activities like meetings and social functions as needed for clients and distributors.

Duties and Responsibilities:

(subject to change)

1. Maintain Trade Show Information:
Ongoing updates of the Codonics trade show calendar and database with relevant details like budgets, schedules, exhibitor information, and historical data
Enter and release show orders timely and accurately in Fourth Shift and collaborate with shipping management for smooth preparation
Ensure Codonics web sites and intranet listings are maintained and reviewed quarterly

2. Reporting and Documentation:
Prepare post-show corporate summaries detailing ROI, costs, successes, and recommendations
Manage trade show assets and ensure their return to Codonics after events; make recommendations for updates/replacement
Ensure Codonics Trade Show-related documentation is kept up-to-date as processes evolves
Responsible for trade show demo equipment pool tracking and reporting
Research new trade show opportunities and create budgets as needed
Review all invoicing for accuracy

3. Coordination and Communication:
Act as the primary contact with exhibit houses and manage exhibit inventory
Handle all documentation including contracts, show orders, show services, and travel arrangements for staff
Liaise with Sales Department for deadlines and reminders
Prepare staff memo and conduct pre-show meeting to review show plan prior to staff arrival on site

4. Logistics and Preparation:
Ensure timely delivery and return of demo equipment and materials for each trade show
Timely packing of all necessary items and maintain readiness of trade show materials
Submit approved booth layout/electrical plan to show management and exhibit house
Help coordinate with third-party vendors (furniture rental, mailers, booth components, etc.)
Maintain Marketing Google calendar and prepare reminders on weekly basis until all show to dos are completed by anyone who has a deliverable
Prepare and pack demo accessories (e.g. drug vial and syringe kits)

5. Event Participation and Support:
Lead pre-show planning meetings
Attend trade shows as required
Distribute necessary memos
Help greet customers in the booth, take leads and conduct product demos

6. Marketing and Branding:
Maintain trade show marketing calendar and update corporate intranet with relevant show information
Collaborate with sales and communications teams to set objectives and maximize branding efforts.
Work with VP of Comm/Creative Manager to ensure booth layout and graphics are appropriately prepared

7. Inventory Management and Technical Support:
Ensure leads are collected and disbursed immediately following a show
Ensure functionality of hardware and promptly report any issues for resolution
Set up marketing equipment to be tested prior to show shipping and coordinate testing with Product Management/Sales prior to packing
Maintain sales literature library
Ensure marketing cage is kept clean and tidy and appropriate valuables are kept secured

8. International Engagement:
Communicate with Codonics distributors regarding attendance, badge requirements, etc. at international trade shows
Facilitate timely shipment of demo equipment and support international logistics
Help prepare/track show meeting schedules
Coordinate international shipments by working closely with Shipping Manager and

VP Business & Technology Integration and International Affairs

9. Training and Support:
Provide trade show etiquette training and support to staff
Assist with additional responsibilities as needed

Required Skills:
Highly organized and effective at multitasking
Strong attention to detail and ability to work well under pressure
Excellent interpersonal skills and ability to maintain good relationships
Strategic thinker with strong communication and problem-solving abilities
Proficient in computer skills, including Microsoft Office
Global travel
Ability to read blueprints and understand measurements, including metric conversions

Education and/or Experience:
Bachelor degree in Communications, Marketing (or similar) required
Trade show experience preferred.

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